Capital Administrative Assistant

Job Summary : The Capital Administrative Assistant will provide comprehensive administrative support to the Facilities Supervisor, Finance Manager, Executive Assistant, Transitional Readiness Lead, and Chief Executive Officer. This role is essential to the successful execution of a significant capital project, ensuring efficient communication, coordination, and documentation throughout the construction phase until project closeout.

Key Responsibilities :

• Administrative Support : Provide administrative assistance to the project team, including the preparation of materials, correspondence, and coordination of meetings.
• Coordination : Schedule meetings, relay correspondence, and coordinate service agreements, change orders, and purchase orders between relevant stakeholders.
• Onsite Visits : Coordinate onsite visits for CTC-CK staff, Foundation members, and donors with the General Contractor.
• Clerical Duties : Execute clerical tasks such as data entry, typing, copying, and setting up filing systems specific to the Capital Project.
• Board Support : Assist the Executive Assistant with the preparation of materials for the CTC-CK Board Building Committee Meetings.
• Inventory Management : Support the Transitional Readiness Lead in the inventory, purchasing, and deployment of Furniture, Fixtures, and Equipment (FF&E).
• Move Preparation : Assist the Facilities Supervisor and Transitional Readiness Lead in preparing for the move to the new facility, including updating inventory logs and minute-taking.
• Tracking and Reporting : Maintain an internal tracking log of action items and follow up on outstanding tasks.

Qualifications :

• Office Administration Diploma required.
• 3-5 years of administrative experience required.
• Experience in a construction or trades environment is an asset but not mandatory.
• Proficient in MS Office and Outlook.
• Excellent interpersonal, written, and verbal communication skills.
• Strong customer service skills with a keen attention to detail.
• Ability to work independently with mínimal supervision and maintain strict confidentiality.
• Efficient time management skills, capable of balancing multiple tasks.
• Quick learner who can work both independently and collaboratively within a team.

Job Type : Fixed term contract Contract length: 18 months

Pay: $21.77-$24.71 per hour

Expected hours: 35 per week

Education :

• Secondary School (preferred)

Experience :

• Administrative experience: 3 years (required)

Work Location: In person

Application deadline: 2024-09-20